There is no denying that information collection and retention is one of the challenges of owning a business. The organization of professional documents and paperwork can take up a lot of time. The consequences are severe if these are not stored and filed correctly.

Research shows that, on average, each office worker will use 10,000 pieces of paper a year. This figure includes- $20 to file, $120 to search for when or if it is misplaced, and $220 to recreate. In total, it can cost a whopping $42,250 per year – for merely locating a missing document.

It goes without saying that this could be handled far more efficiently. Digital scanning can transform your filing system, saving you precious time, space, and money. Read on to see how River City Data can help – and start making serious savings today!

What Is A Scanning Service?

As the name suggests, a professional scanning service copies all your crucial files and stores them in a digital format. This transformation means less physical paperwork to clutter up space and helps to enhance security, save time, and reduce workload.

How Can It Help?

There are a wealth of ways in which a digital scanning service could benefit your business, and these include:

  • Save time finding documents

As we have seen, searching for misplaced documents can take up a considerable amount of valuable time. It is estimated that around 400 hours a year are wasted on this task, and this is a lot of potential profit. 

By implementing a uniform filing system, and using digital files, companies can drastically reduce this number. This system streamlines the process and helps your business to run more efficiently.

  • Save the planet!

We are all now aware that as human beings, many of our actions are detrimental to the planet. These include mass printing and production of paper – a resource that directly impacts the trees we need. 

Producing and using ink for printing can also be harmful to marine and wildlife. By switching to digital, you are saving paper and ink – this is brilliant news for your carbon footprint, and the planet.

  • Stay secure

Digital files can be protected with passwords and a multilevel security system. These options are not available for physical documents, and safes and filing cabinets can be easily destroyed.

Keeping your crucial information digital instantly increases security -essential for potentially sensitive files and data.

This benefit can be even more crucial if you are storing personal or financial data, which must be securely retained for legal purposes.

  • Beat the elements

No matter how secure you believe your system to be, you can’t beat Mother Nature! Natural disasters, such as tornadoes, floods, fires, or other extreme weather can wipe out your office – and all of your documents with it. 

Such incidents may also destroy your computer system. However, backing up files digitally means you will always be able to access a copy whenever you need to. You will also be able to access the documents remotely if circumstances force a chance of office or location. 

  • Share information

We live in a global world, and your business may employ people from all over the world. By having critical files in a digital format, you can instantly speed up the time it takes to send and retrieve information.

Once, you may have had to rely on snail mail, fax, or scanning each individual document to email – all time-consuming processes. Instead, store everything digitally and help your business grow all over the world.

Also, digital files allow participants to collaborate digitally using appropriate software; this can massively speed up project times. 

Rather than waiting for communication, tasks can be carried out and updated instantly, for more efficient results. Contracts can be signed, files signed off, suggestions made, and documents updated immediately – perfect for saving time.

  • Save valuable space

Physical paper documents need to be stored and can take up a lot of space. This requires that your business will need to locate the funds for larger premises, secure storage, and extra space. 

Instead, opt for digital versions of files – this could save you a whole room or more, and free up valuable space and funds in the budget. A storage office could become valuable working space, or you could downsize to more affordable premises.

Similarly, going digital may mean that you can reduce the number of staff who have to be physically present in the office. Accessing documents online allows more flexibility for remote working or hot-desking, and this is great for both parties. 

Your entire staff can benefit from a better working arrangement that suits their needs, and your business can lease or rent a smaller office space.

  • Improve audit compliance

Depending on your business, you may be legally required to keep documents for a specific time. Also, you will likely have to produce this on-demand according to industry requirements. 

Digital filing reduces stress. You will be able to locate information immediately and quickly pull out any documentation or evidence you need. Security requirements can also be checked off the list.

This helps offer much-needed peace of mind and keeps your business totally above board and secure. Even better, you can be the one looking smug and calm when audit season rolls around!

How Can We Help?

If you think that digital scanning is the way to go, we have great news: you have come to the right place! We can help by scanning all of your essential documents in one go and ensure that they are held securely in a remote cloud system. 

Additionally, all physical files will be immediately shredded and disposed of to ensure security. Your new system will be set up and ready to go in no time.

Why Choose A Professional?

You can, of course, scan documents yourself – but this is time-consuming and expensive. We have the tools, staff, and equipment to get the job done in no time, leaving you free to run your business.

Contact River City Data today for a free consultation and see how we could help you transform your business. Save space, boost productivity, and increase profit, all through making a single, simple change to your storage.

 

Paper medical records are cumbersome to keep and store. Often they are filling up filing cabinets and taking up valuable office space. Paper records are also susceptible to any fire or water damage. 

Paper records can also be harder to keep in compliance with HIPAA laws. The way to avoid all of these problems is through medical record scanning. Medical record scanning allows all the paper patient charts to be transferred to electronic health records.

At River City Data, we are here to help you with all of your medical record scanning, organization, and indexing needs. We are a Kofax Capture Certified Document Conversion Center that is HIPAA certified.

 Our team has gone through extensive background checks. Your company’s security is our number one priority.  

What is an EHR?

EHR stands for Electronic Health Record. According to HealthIT.gov, an Electronic Health Record (EHR) is a digital version of a patient’s paper chart. EHRs are real-time, patient-centered records that make information available instantly and securely to authorized users. 

Differences between paper charts and electronic charts? 

Patient paper charts have a set of shortcomings. One physician can only view paper charts at a time in one office. 

When other medical professional needs access to the patient’s medical records, the file has to be copied and delivered to the new location. Limited access can cause problems in emergencies, especially if the treating physician does not have access to the Patient’s file. 

Another downfall is the costs that an office can incur with paper charts. There are costs of ink and paper for printing the charts. There is also the financial aspect of having a paid administrator to organize, locate, store, copy, and deliver health records. 

Hard copies can also lead to fragmented documents and gaps in recoded care. A specialist might make updates to a patient’s chart at a different location. The updates usually don’t get added to the patient’s file at his regular doctor’s office. 

Contrary to electronic health records, a patient’s chart is accessible to many physicians in real-time. Switching to an electronic health record reduces the gaps in the patient’s medical history.  

An electronic system allows doctors to see the patient’s lab and test results as well as x-rays or any significant medical history. A computerized system is insurmountably safer than paper charts when it comes to patient care. 

What Are the Benefits of Outsourcing Medical Record Scanning to River City Data?

  • Our process is smooth and through, and we are happy to work on your timeline.
  • Our team of skilled professionals has designed the process to maximize the quality of your images and always double-check for data accuracy.   
  • We have the highest standards when it comes to quality control. We take pride in our work and strive to deliver the best product to you. 
  • We have a multitude of high-end scanners that are capable of digitizing a variety of documents with high-speed scanning abilities. 
  • Our clerical team is highly skilled and capable of handling all types of documents, even weathered and worn documents. 
  • Security is our number one priority. Our staff members are all HIPAA certified, fingerprinted, and have put through background checks and BCA approved. 
  • We scan all of our documents onsite and are capable of scanning a variety of records. Records including Patient’s labs, microfilm/microfiche, x-rays, EKG/ECG strips, physician notes, fetal monitoring strips, etc.   

Medical Records Scanning

At River City Data, we are HIPAA certified and ready to handle the process of scanning your medical records. We will ready your documents to ensure that they are the best quality possible. 

Step 1: Prep for Scanning 

  • Remove all paperclips, staples, sticky notes, etc. that could mess with the quality of the digital copy 
  • Check the documents for any damages that might need to be repaired
  • Count and verify the number of documents
  • Straighten out all the paperwork and remove any folds or creases to ready them for the scanner
  • Organize the documents to make sure they’re all in order and streamline the scanning process
  • Double-check to verify the documents are in the correct record.

Step 2: Indexing

  • Index all of the documents by type
  • The documents are indexed to make them easily searchable once they are electronic 
  • Verify the correct patient information
  • Ensure that the patient listed on the paper chart matches the information on the EHR.

 Step 3: Record Scanning

  • Leaf through all of the documents and shake them to ensure that all staples and paper clips have been removed
  • Choose the appropriate scanner(s) to complete the project
  • Clean the glass of the scanners to make sure that the digital copies are as clear as possible
  • Begin scanning the documents while watching the quality of the electronic copies on the screens

Step 4: QA Checkpoint 1

  • Remove any blank pages
  • Verify all document thumbnails match
  • Organize and re-index documents as needed
  • Flag and rescan any necessary documents

Step 5: Data Entry

  • Review all of the indexing
  • Enter data into the correct fields
  • Ensure consistency between documents

Step 6: QA Checkpoint 2

  • Another of our HIPAA experts will ensure that data is correct
  • Ensure all rescans have been completed
  • Double-check for all accuracies
  • Scan all large documents, photos, microfilms, and other exceptions 

Step 7: Deliver Documents 

  • Transfer the files to a USB, hard drive, CD, DVD, FTP, or upload to a cloud
  • Ensure media content is congruent with the company’s needs
  • Upload all of the data to the client

Step 8: Complete the Process

  • Prepare and send our invoice 
  • Either return original documents or send them to authorized destruction
  • Send all data to a secure backup system

 Making the Switch from Paper to Electronic

When you are used to an old paper system, it may seem like a daunting task to switch to EHR. However, making the switch benefits both the patients and the providers. With today’s technology, it has never been more simple to make the switch.

At River City Data, we can guide you through the switch. We will help step you through the process and address any concerns that you may have. Contact one of our experts today to help get you started on the process. 

 

Data loss can be detrimental to a business’s well being and productivity. When disaster strikes, the only defense the company has is their level of preparation. In today’s world of increasing hackings, technology glitches, and natural disasters, it is essential to have a plan and be prepared. 

Here at River City Data, we can help you prepare for any of these occurrences. Our company has specialized in all things data for the last 40 years. 

Each of our Kofax certified experts is vetted and have current background checks. We are also BCA certified and HIPAA certified. You can rest assured that your data security and management needs are our top priority. 

 Contact us today to find out how we can help you expect the unexpected!  

Label Your Documents

Before you begin to plan for your disaster data recovery, it is crucial to classify your documents in their order of importance. Start with the documents that are the most critical and end the recovery process with documents that are the least essential to the company’s operations.

Label the documents by these five categories: critical, essential, important, useful, and non-essential. 

Critical Documents

Critical documents will be any documentation that your company may need to have to speed along the recovery. 

Essential Documents

Essential documents will be documentation needed in the first 72 hours of the disaster that are vital to the company with daily functions. 

Important Documents

 Important documents are any documentation that is irreplaceable and crucial to your companies functions. 

Useful Documents

Useful documents are any documentation that can be replaced in the event of a disaster but comes as an inconvenience to your company.

Non-Essential Documents

Non-essential documents would not hinder your companies function and are replaceable. 

Once all of the documents are labeled, it is time to figure out storage for each of the categories of documents. Some options are the use of cloud storage, onsite storage of physical materials, or offsite storage. 

Have A Backup Solution

Make sure to have an online cloud storage set in place. The cloud is not only a secure place for data but also convenient because of the ease of data recovery from a cloud. 

Having a cloud also creates an easily accessible storage space for relevant documents that may not have any physical copies. In the case of a disaster, the cloud will provide an almost seamless recovery. 

Keep physical copies in a safe location onsite. The documents can be kept in a locked storage room with fire and water protected filing cabinets. 

Outsource your storage. You can have your data stored at an offsite location. Having the documents stored at an offsite location will help free up room in the office. 

Risk Assessments 

A crucial factor in document recovery is to assess the risk that each disaster can cause your company. The risk can be anything from technical, logistical, or environmental. It is also important to weigh how each of these disasters can impact your company.

Not every recovery plan is going to be the same for each of the disasters. The risk assessment will aid your company.  

Assign a Recovery Team 

Your plan is only as effective as the team of employees that you put in charge of it. Assign each person on the team a role and communicate their purpose to them. It is also important to brief each team member on their course of action in the document recovery if a disaster were to strike. 

Outline the Plan 

Provide written direction for the chain of events that will take place in case of a catastrophe. Provide visuals that will help your team understand the recovery plan. 

The outline should include a plan for a variety of disasters. A disaster can range anything from a hacking situation, technical data loss, or a natural disaster. The outline will give concise directions on how to proceed in any of these events.

In a situation where your company’s valuable information is compromised, there needs to be a plan for informing patrons. Going forward extra measures need to be put in place to keep PII (Personal Identifiable Information)  safe. 

A technical data disaster can be a technical error with technology that can cause a loss of data. Knowing that these occurrences happen and preparing for them is essential to your company’s overall wellbeing. This is where a cloud comes in handy for ensuring that your data is backed up on a drive. 

 Having an IT company to reach out to (if necessary) can be beneficial for data recovery. They should be able to get your system back up and running or help you recover any lost data. 

Data loss through a natural disaster can be extremely frustrating and can set your company back on their work. It is crucial to establish a safe area where copies of hard data are stored. You will want to have document storage that is going to protect against fire and water damage. 

Make Updates 

Your plan will grow and evolve as your company’s needs and wants may change. Review your data recovery plan and make any updates or changes to it when necessary. You want to ensure that your outline is current and aligns with your business objectives. 

Inform your staff about any updates or changes made to the plan. Create any necessary new visuals and reiterate each person’s role. 

Methods of Recovery

Knowing how you are going to recover your documents is an essential aspect of the process, whether you re-download documents from a drive or have to restore physical documents from natural disaster damages. 

Documents can be restored from water damage by putting them into a vacuum chamber to be freeze-dried to remove any excess water that will turn into ice crystals and vaporize. 

Or they can go through a dehumidification process where the water will slowly evaporate out of the materials to dry them out. However, proper storage methods of physical documents can save you from having to outsource to a third party for document restoration. 

Here at River City Data, we are here to assist you with finding the best way to keep and store your documents. It is better to expect the unexpected and have a plan in a place in case a disaster strikes your business.

 Contact us today and find out how one of our data specialists can assist you. 

 

Data is the foundation of a business. A business’s decision-making process is dependant on their data being accurate, relevant, comprehensive, and meaningful. All of these data traits can lead to the companies growth. If not, it can be useless and detrimental to a growing company.

Here at River City Data, we are committed to aiding you with the organization, accuracy, and accessibility of your data. At River City Data, all of our employees are HIPAA certified and go through extensive background checks to ensure your data is in the best hands possible. 

What is a Document Management System?

A document management system, or DMS for short, is a system in which all of your imaged data is organized, stored, and can be easily accessed. The information is ordered within the system by tags or keywords- that way, they can be found with a quick search. The documents can be indexed by the department, for example, “finances,” or in any way that makes organizational sense to your company. 

With a document management system, the workflow is optimized. Authorized employees can access any of the documents that are currently in the workflow. This eliminates the wait times and ensures that all your valuable time is spent productively and, most importantly, on the customer. 

How Does a Document Management System Work?

In short, a good document management system:

  • Captures documents
  • Stores documents
  • Distributes documents

Document Capture

First, the documents are captured. The papers are all scanned into the computer. Which means they need to be indexed. Indexing is a way to categorize the documents. Then there are terms added to the metadata of the material, like an order number or case number. 

Done correctly, this ensures you will be able to find a document years later. 

Central Document Storage and Security 

Next is the storage of the documents. Storing documents is crucial for maintaining and managing documents from all over the place. 

Central Access

A data management system allows employees to access documents from their location. They can either access them from a company computer or through cloud-based document storage.

Static and dynamic content are the two different types of content that are stored. Static content refers to documents created daily- like invoices and purchase orders. Dynamic content would be a form of documents like emails or webpages.  

Document Security

There are two primary forms of security for your documents.

The first method is version control. Version control gives you the ability to make any necessary revisions by checking a document out. With version control, you can also track all of the changes that are made to the documents. 

The second method is through permissions. That way, access to the documents can be controlled. You can assign user rights to the author, view only, revise, or delete records.     

Document Distribution and Retrieval  

Document distribution is the way that the documents are sent to customers, vendors, and other employees. With a document management system, you can distribute the data in any means you need, like email and file transfers. 

Retrieval 

The retrieval of documents needs to be fast and effortless. If not, your document management system is useless. 

For example, when a customer calls with an inquiry for customer service. The customer service representative needs to be able to find the answer in a flash.

 By using the keyword features and the correct use of the document management system, the customer service representative should be able to find the answer to the customer’s question. 

Data Management Minimizes Errors

An effective data management system can help minimize any data errors. Processes such as drag and drop, copy and paste, and document linking can increase the risk of inconsistencies within your data. However, with proper data management, these errors and differences can be avoided, thus increasing the validity of your company’s most valuable asset. 

The Benefits of a Document Management System

Freedom

A document management system can provide you with freedom by clearing up space within the company building. There is no longer a need for large, cumbersome filing cabinets to store stacks of paper documents. You are eliminating the need for tracking down a record and manually handling it. 

The paperless system allows your company the freedom to work quicker and more efficiently. 

Imaging the documents is the first step to freedom. Once all of the materials have been imaged and converted to the correct file types, a document management system will provide you with proper organization of your documents and data. 

Convenience

A document management system provides companies with convenience. One of the most notable features is the ability of all authorized employees to access and open documents from anywhere with an internet connection. 

With a cloud storage system, employees can access files through a mobile app. The app makes it possible to send, track, access files, and collaborate securely. Being able to access documents remotely allows the workflow to stay at a constant. 

Long gone are the days of the workflow coming to a grinding halt when a document lands on someone’s desk when they are out of office.

Professional Growth

Through the use of a document management system, your business will be able to continue to grow. The time previously spent organizing, keeping track, and managing paper documents can now be spent on more extensive, new projects, and your clientele. 

Free Time

Having the workload organized, secure, easily accessible, and efficient will allow your company free time to spare. This free time can be spent in other areas of importance. 

Peace of Mind

The right document management system allows you to be stress-free from any information leaks, security breaches, and other data disasters. With the use of encryption and access authentication, there is no longer a worry of internal leaks.  

Are you ready to put your document management system (DMS) into practice? Contact River City Data to get started on the document management of your dreams. 

Here at River City Data, we understand the importance and security of your companies most valuable asset. Your data is safe in our hands.